I work with a lot of different people from various backgrounds and with a plethora of stories. But something we all have in common is that we operate within the same 24 hour day and each have the opportunity to make choices about what we will do with those hours, minutes, and seconds.
With the end of summer, many of my clients are getting back into a routine. Kids are back in school and sports are starting back. Fall activities are gearing up and they have more and more to cram into their days. Vacations are over and holidays loom on the horizon. And as is always my goal, I want to help you. Healthy, happy people aim to be productive without being overloaded, so I want to help you be productive.
I came across this quote the other day and I haven’t quite shaken it from my thoughts. Paul Meyer says, “Productivity is never an accident. It is always the result of a commitment to excellence, intelligent planning, and focused effort.” I’m reminded how – like so much that we do – productivity is an intentional choice and commitment.
Productivity Tips
I’ve compiled a list of tips that have helped me (and others) maximize my day and have even categorized them for you. Make the most of your day!
Self Care
- Get Up and Get Started Early.
Study after study after study (insert link http://www.lifehack.org/articles/productivity/this-why-productive-people-always-wake-early.html)shows the most successful people are the ones whowake up early and get to work early. BY arriving early to work, they are able to tackle tasks before others arrive – which eliminates distractions. They also complete more tasks before lunch and those peskyafternoon slumber hours when your coffee has worn off and the clock seems to tick slower.
- Get Your Exercise.
You cannot neglect your body. Productivity cannot happen if you’re sick or injured or laid up in bed or hospital, so get regular exercise.I know it seems contradictory to take time away from work and obligations to give to something else (like workouts), but exercise can actually help you be more productive. (http://www.livestrong.com/article/422836-how-does-exercise-improve-work-productivity/)
Exercising helps you unwind and de-stress which in turn helps you focus better when it’s time to work. People who exercisealso sleep better, and this helps you to bemore alert and energetic for your work day. I should note here that getting a good night’s sleep is key to productivity too.
Read Every Day.
Reading a little every day helps you tackle those business books or spiritual books you’ve been wanting to read but haven’t made time for. Read the latest news articles that matter to you using Feedly ( https://feedly.com/i/welcome) or another news source. (Yes, there are ways to get your news other than social media). Reading each day also helps keep you knowledgeable in your field as new information is released.
Proper Planning
- Evaluate Priorities.
Take 10 minutes every morningto go through your to-do list and figure out what is really important to you today. Every well executed task needs proper forethought and planning. Use this time to visualize your life goals, review your daily tasks and plan for scheduled breaks. It’ll keep your work day more manageable and less stressful. Use the 80/20 Pareto Rule ( http://www.pinnicle.com/Articles/Pareto_Principle/pareto_principle.html) to focus on what really yields results.
- Delegate Work.
Is there something you are spending time on that someone else could take off of your plate? The people working around you are useful resources, so use them wisely and appropriately. This may include hiring an assistantto “buy” yourself more time for more meaningful tasks. To give me more time to spend focusing on how I can best work with you, I delegate some of my tasks to outside help. (And a nod – more like applause – to my wife who steps up as my graphics designer.)
This goes beyond work too. Could you free up some much needed time by hiring a house cleaner? Or by utilizing a grocery delivery service? Find those chores you can’t stand doing (or procrastinate on as you dread tackling them) or perhaps run out of time to do. Give yourself permission to hire those tasks out or maybe even give the kids some chores to do to help you out.
Create Systems
- Automate Routine Tasks.
From social media posts to auto-responders and email signatures, there are many things that can be automated, thus freeing you up for other tasks. There are a plethora of tools (http://www.inc.com/drew-hendricks/10-tools-that-entrepreneurs-can-use-to-automate-their-business.html) available to help you automate tasks.
One of the most productive things you can do for your family is to be present during family or dinner time. Automate tasks that serve as distractions so you can focus on priorities.
- Set a Routine.
Starting each day the same willcue your brain toward the next task at hand. When you move through similar motions repeatedly, they become second nature and you move through them quicker. Auto-pilot is okay for your menial tasks, so get them out of the way and give your full attention to the things that matter.
A routine also serves as an accountability tool to help you complete the daily tasks at hand.
Focus and Breaks
- Eliminate All Communication Distractions.
Turn off your cell phone and email or hang up a “Do Not Disturb” sign outside of your office to eliminate distractions when working on difficult tasks. One study showed it took the average employee 16 minutes to refocus after checking email (https://www.atlassian.com/time-wasting-at-work-infographic). Another study shows employees waste 24% of their day on useless email (http://www.toistersolutions.com/blog/2015/4/15/employees-waste-24-percent-of-their-day-on-useless-email).
Even if it doesn’t take you that long to refocus after a distraction, it does take some time and it adds up each time you are distracted. If you work on the computer for your job, close out social media windows also. Those are definitetime-suckers.
- Choose the Right Time of Day.
Almost everyone has a time of day when they are more energetic and also when they really drag. Do you work most efficiently in the mornings or afternoons? Whenever that time of efficiency and energy is for you, schedule your biggest tasks during that time. Need help determining that? Here are some tips (link http://www.huffingtonpost.com/daniel-threlfall/how-to-discover-your-best_b_9316802.html) to figure it out.
To overcome your “drag hours” set yourself a timer for each task in order to push and motivate yourself. Remember those breaks we talked about scheduling in number 4? It might be a good idea to schedule them in those drag hours too.
- Stop Multitasking.
Focus on one thing at a time. We waste time trying to refocus from task to task. Multitasking is really constant distraction (link http://www.webmd.com/mental-health/features/why-multitasking-isnt-efficient). Focus on one task at a time, complete it, and then move on to another. Give each project 100% of your attention. When we stop multitaskingwe also stop making careless errors. Multitaskingisn’t a skill to be proud of, but rather a bad habit to eliminate.
I’m never going to advocate over-scheduling or cramming everything into your day that you can. On the contrary, I want you to be free to enjoy what really matters in life by finding ways to tackle other necessities more quickly. If you’re feeling inundated by all of life’s demands on you, let’s chat about how to best handle this stress and break free from the drain!